Fleet Pool Assistant

Contract

This is a No grade contract. More about No grade contracts.

The World Health Organization, Uganda Country Office is looking for a qualified and competent Ugandan national to fill the following vacant position:

Duration: 06 months

Grade: G4 Step 01

Duty Station: Kampala/Uganda

Contract type: Special Services Agreement

1. Background and Justification

*Purpose of the Position

As Fleet Pool Assistant, the incumbent will assist in the smooth flow of work as related to logistics & Fleet administration activities, coordinating actions with other support staff in the Fleet team and in consultation and collaboration with Fleet manager. In the context of the WHO Health Emergencies Programme, the incumbent has front line responsibility for the provision of a well- rounded Fleet Management Tracking Service that enables WHO to successfully implement a rapid & fully functional movement cost control for the emergency operation. This includes providing the Organization with the tactical means to perform its mission in the best possible conditions, tracking vehicles expenditures and updating TrackPoint. The incumbent will be deployed to emergency operations when required.

2. Job Description

*Objectives of the Programme and of the immediate Strategic Objectives

WHO Fleet Services (WFS) objectives

Improve effectiveness by:

• Ensuring transport availability & relation with rental vehicle providers
• Reduce transportation related costs through:
  • Cost effective vehicle acquisition
  • Timely replacement of vehicles & Generators.
  • Timely preventive maintenance of WHO Response automotive.
• Realizing optimal disposal revenue from all vehicles.
• Reduce negative effects associated with road transport.
• Enhanced safety for WHO personnel and other road users.
• Reduced environmental impact through lower emissions.

*Organizational context (Describe the individual role of the incumbent within the team, the guidance and supervision received, and training or briefing provided to others)

The incumbent works on the basis of general instructions, following WHO or department-specific procedures and practices, rules and regulations, to ensure smooth workflow in the assigned area of work. The incumbent is encouraged to seek guidance for unusual issues.

Most of the work is controlled for correctness and appropriateness by the incumbent. Work is reviewed on an ad hoc basis by supervisors for meeting expectations and overall quality; correspondence is signed or cleared by originator. Specific assignments are checked by the originator and/or the Assistant to the Team/Director.

The incumbent is relied upon to brief colleagues on WHO and Department specific administrative procedures and practices.

*Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives)

The Vehicle Pool Assistant is responsible for assisting in allocating vehicles based on daily requests and supervises the pool of drivers for both “allocated” or “pooled” vehicles.

• Collect daily Fleet data (Fuel consumption, repairs, maintenance, accident reports, driver’s data…) and record them into the system.
• Update the system daily by recording new vehicles crucial information into software.
• Follow up contract’s portfolio (vehicle rental company, vehicle insurance & fuel supply) and ensure appropriate filing tree as per WFS guideline’s procedures.

• Update/maintain drivers’ data (valid driver’s license, eyes test, medical check, trainings)

• Receiving and reviewing the transport request from the transport booking apps.

• Proposing transport schedule to supervisor for approval.
• Preparing and monitoring the drivers' work schedule including field trip.
• Scheduling the maintenance and service of the vehicles (and controlling the correct filling in of vehicle logbook accordingly).
• Preparing Work Orders for repairs & maintenances.
• Issuing vouchers for fuel supply and seek approval from line supervisor.
• Assisting in the regular technical control for WHO fleet.
• Prior renting any vehicle, ensuring technical control to fit WFS safety rules.
• Performing weekly checks of the vehicle inventory, documentation and first aid kit together with the responsible driver.
• Ensuring that all vehicle documents are valid and available in the vehicle and that all goods and passengers have all necessary papers in order before travelling.
• Ensuring that all administrative documents are always accessible to drivers (e.g. accident report, logbook, map of the area, security clearance form, emergency contact list…).
• Conducting a driving test for new rented vehicle’s drivers and brief them on WHO Road Safety and WHO Code of conduct.
• Assists in organizing monthly drivers meeting (change of security rules related to vehicle movements…).
• Ensuring clean and functional office space accommodation for drivers (drivers room management).
• Ensuring clean parking workplace.
• Preparing drivers roster and replacement in case of absence.

Other duties

• Perform all other related duties as required or instructed, including providing support to other areas of work.

• The incumbent keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO, to be able to brief others and explain procedures.

* Difficulty, Sensitivity, Nature and Importance of Work Relations

With whom (indicate title only) and for what purpose does the job require contacts?

Title of person contacted

Subject and purpose of

contact

Within unit/division

OSL Fleet Officer

To assist in the allocation of driver

pool.

Within Organization at duty

station

Direct Supervisor

To assist in the allocation of driver

pool.

Within Organization outside duty station

Head of Pillars

To assist in the allocation of driver pool.

Outside the Organization

Fleet Specialist

N/A

3. Recruitment Profile

Competencies:

• • Teamwork.
  • Respecting and promoting individual and cultural differences.
  • Communication.
  • Producing results
  • Creating an empowering and motivating environment

Functional Knowledge and Skills

• • Sound organization and wide range of office skills.
  • Sound knowledge of using office and computer packages.
  • The ability to multitask and work independently when required.
  • Skills in auto-mechanics.

Education Qualifications

* Essential

Completion of secondary school education or equivalent.

Desirable

Vocational training in mechanics.

Experience

* Essential

A minimum of three years of experience in the area of Logistics and/or Fleet Management.

Desirable

Relevant experience in WHO or another UN agency an asset.

4. Use of Language Skills

Languages: English expert level required

Knowledge of another WHO official language an asset.

Other Considerations (e.g., Physical Workplace Conditions if other than normal office environment; IT skills; etc.)

Proficiency in all MS office software applications

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